Allocated Views is an advanced feature of Views that lets Admins control which views are available to Manager or Contributor users.
This feature helps organizations ensure their users can focus on the people and projects that are most relevant to them.
This feature is currently available for Professional, Premium and Enterprise plans.
If you wish to give this a try but are on a legacy plan, contact your CSM or email success @runn.io for more details.
Key Benefits of Allocated Views
Simplified Access: Allow users to quickly and easily access key information without the need for manual filtering, streamlining your team's workflow.
Enhanced Usability: Experience a focused view that updates dynamically.
🚨 Allocated Views is not a permission-based feature, but a filtering feature for more focused visibility. It does not modify any existing access permissions.
Please note that users can still access some project and people data outside of the allocated views through split screens, dashboards and the Manage Tab.
Allocated Views are not suitable for limiting access to sensitive information.
Is Allocated Views Suitable for You
Allocated Views are suitable for your Runn account if:
You would like certain users to focus on projects or people that are most relevant to them, and
The user can perform their daily tasks within the Views allocated to them
For example, if a Team Lead only manages people and projects under their team, and do not need to assign people from other teams to their project, they can be allocated to just a team-based view.
What users see when Allocated Views is enabled
Allocated Views work best when the user is a Contributor or a Restricted/ View-only Manager:
User Type | Before | After |
Contributor View Planner = Off | No Access to Planner | No Change |
Contributor View Planner = On
Manager Manage People = View Only / Restricted AND
Manage Projects = View Only/ Restricted AND
Cannot assign all people to managed projects | Can view all Projects and People under All View
Views available:
Managers can view all Custom Reports under My View | All View is removed under the blue View Toggle
Views available:
Managers will see custom reports created under their Allocated Views.
They will not see all custom Reports listed under My View by default. |
Manager Manage People = View Only / Restricted AND
Manage Projects = Restricted AND
Can assign all people to managed projects |
|
|
Manager Manage Project = All | Can view all Projects and People assigned to all Projects under My View | No Change |
Manager Manage People = All | Can view all People and Projects they are assigned to under My View | No Change |
Admin Edit Account Settings & Data = On / Off | All of the following are visible under the blue View Toggle:
| No Change |
How to set up Allocated Views
By default, Allocated Views is disabled. Please take the following steps before enabling Allocated Views so you can ensure existing users are prepared for the changes in their views.
Setting Up Views
Only Admin with Edit Account Settings & Data set as On can set up and edit custom Views.
Before you enable Allocated Views, please make sure you have set up Views for different users under Manage > Views.
You cannot allocate users to the default 'All' View. If needed, you can create a custom view that includes all Projects and People.
Updating Users' Permissions (optional)
Note that Allocated Views work best when the user is a Contributor or a Restricted/ View-only Manager if you do not wish the user to access the "All" View. Update user's permissions accordingly so they will can focus on the most relevant projects and people under My View.
Invite users to the account (for new users only)
The user needs to be registered in your Runn account before you can allocate views to them. Please invite any new users who need to be allocated views and ensure they have accepted the invitation.
Add users to a View
There are several ways for Admins to allocate views to Manager or Contributor users:
Manage Views page
Navigate to Manage > Views
Select a View
Click on the Users Tab
Add Contributor and Manager users under the Users tab
CSV Tool
Go to Settings > CSV > Users and Permissions > Download Existing Permissions CSV
From the CSV file, under the column "Allocated Views", add the name of the custom views to each user to allocate custom views to them (comma-separated)
Example: ViewName1, ViewName2
Import the updated file
The users will continue to see All views after the setup. The configuration will be effective only after Allocated Views is enabled under Account Settings.
Communicate to Users about changes in their views (optional)
Before you enable Allocated Views, consider communicating the upcoming changes to your users internally so that people know what to expect when they log in to Runn next.
Enable Allocated Views
When you are ready, you can enable allocated views:
Go to Settings > Account Settings > Click Edit
Under Default Settings > Allocated Views > Enable
✅ When Allocated Views is enabled, it is effective immediately. Contributor and Manager users will no longer see "All" View under the blue View toggle once enabled. Make sure they immediately have access to the allocated views.